Volunteer Services Administrator (Youth Programs)

Operation Hope•Atlanta, GA

7h•Hybrid

About The Position

The Volunteer Services Administrator (Youth Programs) is responsible for managing the end-to-end lifecycle, compliance clearance, and system administration for volunteers serving youth-facing programs. This role serves as both: Volunteer Lifecycle Administrator ensuring volunteers are fully recruited, screened, cleared, onboarded, and deployed in accordance with organizational policies and partner requirements Volunteer Engagement System (VES/VMS) Administrator responsible for maintaining system integrity, managing volunteer records, ensuring data accuracy, resolving system issues, and enabling operational readiness This position directly impacts: Youth safety and compliance Program delivery readiness and continuity Volunteer experience and engagement Organizational risk exposure Partner trust and operational scale Failure of this function can result in deployment delays, compliance violations, partner escalations, or operational disruption. As such, this role requires strong operational discipline, attention to detail, and sound judgment.

Requirements

Bachelor’s degree required
2+ years experience in volunteer administration, program coordination, HR operations, or compliance administration preferred
Experience managing databases or enterprise systems required
Strong proficiency in database and system administration
Proficient in Microsoft Office and Google Workspace
Ability to learn and administer enterprise volunteer management systems
Strong attention to detail and accuracy
Ability to manage complex workflows and processes
Strong organizational and time management skills
Ability to follow clearance protocols and escalation procedures
Sound judgment and professional discretion
Ability to maintain confidential information
Strong written and verbal communication skills
Ability to communicate clearly and professionally with volunteers and stakeholders
Strong interpersonal skills
Ability to learn and administer enterprise systems
Ability to troubleshoot system issues
Ability to manage multiple concurrent projects, workflows, and priorities in a fast-paced, dynamic environment
Must effectively navigate shifting deadlines, operational ambiguity, and varying levels of compliance and operational risk
Ability to exercise sound judgment, maintain attention to detail, and execute responsibilities with accuracy and accountability
Expected to work collaboratively and cohesively with cross-functional teams and stakeholders to achieve departmental and organizational goals
Strong follow-through and ownership

Nice To Haves

Experience with volunteer management systems, CRM systems, or HRIS systems preferred
Experience supporting youth programs, nonprofit operations, or compliance-sensitive environments preferred

Responsibilities

Manage the full lifecycle of youth program volunteers, ensuring all required steps are completed accurately, timely, and in compliance with organizational and partner policies.
Responsible for recruitment efforts to maintain a continuous pipeline of qualified youth program volunteers
Review volunteer applications for completeness, eligibility, and role alignment
Communicate with applicants regarding next steps, requirements, and onboarding progress
Ensure accurate entry and maintenance of volunteer records in the Volunteer Engagement System
Administer and monitor volunteer background check processes, including Sterling Level I and Level III screening
Review background check results in accordance with Operation HOPE clearance criteria and escalation protocols
Ensure volunteers meet all clearance requirements before deployment
Escalate adverse findings, discrepancies, or compliance risks appropriately
Maintain audit-grade documentation of volunteer clearance status
Ensure volunteers complete all required onboarding steps, including training, agreements, and compliance documentation
Maintain accurate real-time volunteer status (Applied, Screening, Cleared, Onboarding, Active, Inactive)
Coordinate deployment readiness with program teams
Prevent deployment of volunteers who have not met clearance requirements
Maintain deployment rosters and readiness reporting
Serve as system administrator for the Volunteer Engagement System, ensuring operational reliability, data integrity, and user support.
Monitor volunteer system queues, workflows, and onboarding pipelines
Maintain accurate volunteer records, profiles, and compliance documentation
Update volunteer status based on clearance, activity, and engagement
Troubleshoot volunteer system issues and support user inquiries
Coordinate with HRII, IT, and system vendors to resolve system defects or functionality issues
Support system enhancements, testing, and implementation of improvements
Maintain audit-ready records and data integrity
Serve as the primary point of contact for volunteers throughout their lifecycle.
Communicate onboarding requirements, clearance status, and deployment readiness
Provide timely responses to volunteer inquiries
Support volunteer engagement, retention, and satisfaction
Coordinate volunteer organizational onboarding and readiness activities
Support volunteer recognition and retention initiatives
Work cross-functionally to ensure volunteer readiness aligns with program delivery requirements.
Supporting volunteer deployment readiness for program cohorts and events
Maintaining accurate volunteer deployment records
Supporting partner compliance requirements
Ensure accurate volunteer data management, reporting, and compliance tracking.
Maintain accurate and current volunteer records
Support volunteer compliance and readiness reporting
Monitor volunteer pipeline and clearance status
Identify and escalate operational risks or compliance issues
Support audit readiness and documentation